This page provides an overview of the different meetings and events that your organization is expected to partake in.

Annual Meetings

Authorized Rep Orientation

All new Authorized Representatives must attend an Authorized Rep Orientation at the beginning of the term. If the club holds elections at the end of the Fall Semester, the Sport Club Office will schedule an orientation at the start of the Spring Semester for those new Authorized Reps. 

Spring 2025 Schedule:

• Wednesday, January 15th - 5:00-7:00pm in the GRE Lounge

• Thursday, January 16th - 5:30-7:30pm in the GRE Lounge

Reference Material:

• Fall 2024 Orientation PowerPoint (UT Log-in Required)

Safety Education Program

In order to continue to create a safer UT Community, and in accordance with Texas Education Code, Section 51.9361, the Office of the Dean of Students provides the Safety Education Program for student organizations. Safety Education connects student organizations to risk management, prevention, and emergency resources. Registered and sponsored student organizations are required to complete Safety Education annually. All Sport Club primary contacts must complete the Safety Education Program.

For more information, please see the Office of Dean of Students Website. The DOS team allows orgs to check their completion status of the requirement here.

Coach/Instructor Orientation

Each summer, clubs are required to submit information about their coaches/instructors for the upcoming academic year. This info is collected to begin the process for onboarding the coaches/instructors that work with UT students. Each coach/instructor must authorized and pass a background check, submit a UTSCA Membership Packet, and be approved by Sport Club Staff prior to providing services for UT students. 

All first-time coaches/instructors (paid and/or volunteer) are required to attend. At this Orientation, certain paperwork may be completed and other important information will be shared.

If your new coach/instructor cannot attend, please contact Sport Club Staff to request an alternative meeting.

Recurring Meetings

Advisor Meeting

Authorized Reps should regularly meet with their advisor in the Sport Club office. To schedule a meeting, use your advisors' Bookings. Your organization may meet with either/both of your Sport Club advisors, but we recommend you schedule that with your designated Primary Advisor. Those meetings are held in the Gregory Gym Administrative Offices or virtually on Teams. 

Authorized Representative Meetings

One Authorized Rep from each club is required to attend the UTSCA monthly meetings scheduled by the Sport Club Staff. The monthly meetings will cover a variety of topics and/or guest speakers. Topics may include, but are not limited to: finance, travel, risk management, mental health, culture, leadership development, and alumni relations.

• Spring 2025 Schedule:

  • Friday, February 7th - 12:00-1:00pm in the GRE Lounge

  • Friday, March 7th - 12:00-1:00pm in the GRE Lounge

  • Friday, April 4th - 12:00-1:00pm in the GRE Lounge
    
    

• Fall 2024 Powerpoints:

  • September Meeting (UT Log-in Required)

  • October Meeting (UT Log-in Required)

  • November Meeting (UT Log-in Required)

RecSports Recruiting Events

Rec@Nite

Typically, our Rec@Nite event is located at Gregory Gym during Summer Orientation. This is a tabling opportunity for Sport Clubs to market their teams to freshmen and transfer students attending orientation. The event is once a week during orientation sessions. Sport Clubs will register to attend the event via Recruitment Event sign up on HornsLink. Most clubs bring the following supplies:

• A banner

• A poster with information about the club

• Sport Club gear and equipment

  • Past trophies

• A sign up sheet - typically on the computer

Party on the Plaza

Party on the Plaza is a longstanding welcome back to campus event. The event is another opportunity for Sport Clubs to advertise their team to the student body. The event occurs the second Wednesday of classes in the Fall. Typically, Sport Clubs will be joined in tabling efforts with over 300 other student organizations. The event takes place at Gregory Gym, and stretches the length of Speedway. The event is also a fundraiser for the Student Emergency Fund.

• Wednesday, September 4th 2024 from 11am-4pm